To schedule a Course or an event Users should be on the Schedule and need to either select the BOOK button or select a time and day directly on the schedule.
Bookings will only be made under the following conditions:
- The Tutor that will deliver the booking is associated to the Module that you want to book
- The Tutor is working at the Location that you want to book
- The Tutor is working and they are able to deliver this Module at the selected time as the Module Delivery Hours (if applied) enable them to do this
- The Location or Sub-Location has not reached it booking limit for available bookings
- The Student does not already have another booking at this time (this applies to either adding a Student into a group booking or an individual booking
- The Module does not have “Restrict to book with advanced credits” and the Student does not have an ACTIVE credit for the Module you want to book
- The User that is making the booking has permission to make this specific booking
The “Book an appointment form” will show as follows:
Users can select Modules directly by scrolling to locate a specific Modules with the correct Tutor or they can select a filter to select from the following options:
- An Activity (from the drop down box e.g. Bodyfit)
- A Module
- A Location
- A Tutor
Once you have found the Modules you want to make a booking for, you need to select the radio button for this Module . This will show the default settings of the Module to include the following:
- Duration (shown in hours and minutes)
- Group size
- Sub-Location (default configured option)
If the user wants to change any of the default settings of the Module they can do this on the form. The new details will be applied to this booking once it has been completed. This form does not change the default settings of the Module, just this booked instance of it.
Users then choose what date the new booking will be on, at what time and how often. You should select:
If users want to make a one off booking, they should select the SINGLE button as shown below:
If users want to make a booking repeat for multiple days at the same time, they should select the DAILY button. Users will have to select a recurring frequency (Repeat every x days) and an until date option. If “Repeat every” = 1 then the booking will be shown every 1 day from the start date until the end date. If “Repeat every” = 2, the booking will be shown every 2 days from the start date until the end date, and so on.
If users want to make a booking repeat for multiple days at the same time within a specific week, they should select the WEEKLY button. User can select the specific days in the week and the recurring frequency and an until date. If Mon, Wed and Fri are selected to recur every 1 week from January 01 until Jan 26 and every 1 week is selected, the booking will be made every week during January. If Mon, Wed and Fri are made every 2 weeks, then the booking will be made every 2 weeks, and so on.
If users want to make a booking repeat on a specific date and time in the month, they should select the MONTHLY button. Users can select the specific date in the month that the booking should be made on and the date that the recursion should occur until. If Jan 01 is selected as the start date and 01 Apr is selected as the until date, the booking will occur on Jan 01, Feb 01, Mar 01 and Apr 01. The recurring date will always be on the same date each month for the recursion period.
CUSTOM DATE BOOKINGS
If users want to make a booking that has multiple selected dates and either the same or different start times, they should select the CUSTOM DATES button. Users will need to enter the date and time of each booking and then select the “+” button for it to be shown in yellow as shown below. Users simply repeat the process of entering date and time and the “+” button for as many times as they need to.
Users can enter Attendees (Students) into a booking either by entering their name or email address into the “Attendees box) or by selecting the Groups icon on the right of the form which will load Groups showing Students in.
If users enter a GROUP of Students, only Students that have been added to the booking at the point it was created will be shown. If Students are added to the Group after the appointment has been created, they will not appear in the booking. Also, if Students are removed from the Group after the booking has been created, they will not be removed automatically from the booking.
If users are adding Attendees through Groups, they should make sure that only the Students they want are added to the booking.
Users can add a Note to the booking by simply entering the text in the NOTE field. Notes only work for Single bookings and cannot be seen by users on recurring appointments. Notes are not visible to Students associated to the booking.
Users can select if they want Appointment Reminders to be sent to Attendees for this booking. Notifications will be sent to follow the configurations set in the Settings area of the Club and also for the specific Module.
If notifications have been configured to send to Tutors or Students on making the booking in Club Settings, they will be sent immediately to the recipients.
Once the BOOK button is selected, the system will check that it is able to make this booking in line with BOOKING CONDITIONS. If it is successful, users will see the page reload with the booking completed on the Schedule. If the booking has not been successful, users will see an error message outlining the specific issues with the booking